Our Commitment to Your Privacy

Your privacy is extremely important to Sapphire Gymnastics Club and we are fully committed to providing clear and transparent information about how we use your personal information.

We value the trust you place in us when sharing your personal information. We will ensure robust measures are in place to keep your information secure and will only use it for the purposes outlined in this policy.

About Us

Sapphire Gymnastics Club is a registered charity affiliated to Scottish Gymnastics and British Gymnastics.

When you join Sapphire Gymnastics Club, your membership information is submitted to Scottish Gymnastics.

When you join Scottish Gymnastics, you also become a member of British Gymnastics by association. This means that, as well as being able to take advantage of Scottish Gymnastics membership benefits, you may also be able to access membership benefits provided to British Gymnastics members.

Scottish & British Gymnastics Membership Systems

Scottish Gymnastics uses the British Gymnastics online membership system to collect and store information about members.

The system is maintained on behalf of Scottish Gymnastics by British Gymnastics, whose customer service team also provides support services.

Although British Gymnastics provides the IT platform and is responsible for ensuring that information held within the platform is secure, British Gymnastics will not use your data for other purposes except in specific circumstances.

These circumstances include:

Where you take part in British Gymnastics competitions or events, subject to any relevant entry requirements.
Where you hold, or are working towards, a coaching qualification, judging award or education workforce licence.

In these circumstances, British Gymnastics and Scottish Gymnastics work jointly to support members in maintaining or working towards qualifications, awards and workforce licences.

They may maintain shared records of existing qualifications, awards and licensed workforce members, together with progress records where an individual is working towards a new qualification.

You can read the British Gymnastics Privacy Notice here: British Gymnastics Privacy Notice .

What This Privacy Policy Covers

This policy explains:

What information may be collected about you.
How information may be used for contractual purposes.
How information may be used for legitimate purposes.
How information may be used for statistical purposes.
Other lawful reasons for using information about you.
Other processing activities.
Why information may be shared.
Marketing.
Your rights in respect of your personal information.

How Information May Be Used

British Gymnastics may process personal information where it has a legitimate interest to do so. In some cases, this may require additional information to be collected from you or from other sources.

Responding to Questions & Support Needs

Information may be used to respond to questions or support needs raised in person, by telephone, email, letter or via a website.

Monitoring Communications & IT Systems

British Gymnastics may monitor whether electronic communications are received and opened.

IP address information may also be used to analyse the number of users accessing the membership system and the types of devices being used.

This information may help improve systems and communications. IP addresses would not normally be used to identify individuals unless this is necessary to investigate problems or potential misuse of the system.

Competitions, Events, Photography & Filming

If you are registered as a competitive member and have agreed for your club to enter you into a Scottish Gymnastics competition, personal information may be used to confirm that you have been entered into the correct category and to enable you to participate.

Scottish Gymnastics competitions may involve filming and photography by accredited photographers and the media.

National championships and other major events may also be videoed or live streamed.

Images taken at events may be used by Scottish Gymnastics for the promotion, education and development of the sport and may also be shared with relevant third-party organisations for journalistic or promotional purposes.

Competition results may also be published online.

Understanding Participation & Developing Services

British Gymnastics and Scottish Gymnastics may use information to understand how members engage in the sport and to help develop and monitor strategy and services.

Information may also be required for funding purposes. Where possible, information provided to funding partners is supplied in an anonymised format.

PVG Information

Where you are required to complete a PVG check under the Protection of Vulnerable Groups (Scotland) Act 2007, relevant certification information may be received and recorded.

This may include the certificate number, PVG Scheme membership number, date of issue and any relevant information provided through the PVG process.

Complaints, Concerns & Safeguarding

Personal information may be processed in order to respond to complaints, concerns or allegations involving anyone participating in or delivering gymnastics activity.

When British Gymnastics receives a complaint, concern or allegation, a case file may be created containing details of the matter raised.

Case files are held securely and are not normally accessible through an individual's membership record because they may contain information relating to several people.

Personal information collected for a case will only be used to investigate and respond to the matter and to monitor the service provided.

In many cases, the identity of the complainant may need to be shared with the person who is the subject of the complaint. Where a complainant requests anonymity, efforts may be made to proceed without disclosure, although this may not always be possible.

Where a complaint is particularly serious, membership may be suspended while enquiries are carried out. Information relating to such matters will be restricted and shared only where necessary.

Limited information may also be shared with British Gymnastics and safeguarding officers within relevant registered clubs where this is necessary to protect other members.

Disciplinary Proceedings & Statistical Reporting

Scottish Gymnastics may take disciplinary action against a member where appropriate.

Proceedings are normally held privately, although outcomes may sometimes be published where there is a legitimate interest that outweighs the individual's interest in keeping the outcome private.

British Gymnastics may also compile anonymous statistical reports showing information such as the number and type of complaints and their outcomes.

Information from complaints may occasionally be used to develop anonymised case studies for learning and development purposes.

Your Rights

You have the right to object to certain processing carried out on the basis of legitimate interests.

You may also ask for inaccurate or incomplete information held about you to be corrected or amended.

Where appropriate, information held in your membership account may be amended directly by logging into the relevant membership system.

If you object to certain forms of processing, this may affect the ability of Scottish Gymnastics or British Gymnastics to carry out particular services or functions for your benefit.

Data Retention

Personal data will only be retained for as long as is necessary to provide the services to which you have subscribed or where there is another lawful reason to retain it.

Where membership is not renewed within two years, information that there is no longer a legitimate reason to retain may be deleted unless there is a lawful reason to continue holding it.

Certain information may need to be retained in case of a future insurance claim so that membership for the relevant period can be confirmed.

Other information may also need to be retained to comply with legal or statutory requirements. Retention periods may therefore vary depending on the type of information and the reason it is held.

Cookies

Cookies are small text files placed on your device by websites in order to support website functionality and improve the user experience.

Necessary cookies may be used to ensure that websites function correctly. Analytics cookies may also be used to measure how websites are used and help improve online services.

Cookies cannot be used to run programs or deliver viruses to your device.

You can usually choose whether to accept or decline cookies through your browser settings.

If you choose to decline certain cookies, some interactive website features may not function as intended.

Scottish Gymnastics may also use cookies and collect standard internet log information for internal reporting and service improvement. Where identifiable information is requested, users should be made aware before providing it.